Capture Merge Documents to Correspondence Histories

Use the Capture mail merge feature to send merged documents to the appropriate correspondence histories, in .PDF format, without printing them or emailing them to the recipients. Mail merge documents you choose to print or email are automatically captured to the appropriate correspondence histories with no further action from you.

1. Initiate Mail Merge You can open this feature in multiple ways: Use the method that's most convenient for you.

   ViewPoint Main Menu - Daily Activities > Print Letters.

   

   ViewPoint Toolbar - Letter.

   

   ViewPoint Shortcut Menu - Forms > Letter. (Or, press Alt+O on your keyboard to open the Forms options.)

   

2. Choose Document to Merge Select the document to merge, then click Merge at the bottom of the window, or double-click the document name. You can merge any document that is preceded by a green or yellow icon. (Documents preceded by other colors are not ready to merge. See "Letter Library" for details.) You can use the scroll bar to view additional letters in your list, or simply begin typing the document name.

   

3. Choose Recipient(s) Choose whether to merge the document for all records, a subgroup of records, or a single record. The choices you have for selecting recipients depend on the "type" of document you chose to merge. (See "Letter Library" for details about assigning the document "type".)

   
   

   All - Select this option to generate one copy of the document for each record in your database, according to the type of document selected. For example, if you selected to merge a Patient document, All will merge a copy of the document for each patient. Or, if you select a Responsible Party or Contract document, the document will be merged for each responsible party record or contract, which means patients with multiple responsible parties or contracts will receive multiple documents. Similarly, if you select a Dentist, Referrer, or Insurance document, the document will be merged for each corresponding active record in your database.

   Subgroup - Select this option, then choose the subgroup to send the document to. (See "Create & Manage Subgroups" for details about selecting a subgroup.)

   Single record - (Not available for Dentist, Referrer or Insurance document types.) Select this option to generate the document for an individual. If a patient folder is not already open, you will use Fast Find to choose the patient to work with. Otherwise, ViewPoint will default to working with the currently selected patient.. The document "type" determines whether you will be searching for a patient, responsible party, or other party

   In addition, if the patient folder was open to a specific responsible party or contract page, and you merge a document with the Responsible Party or Contract document type property, the active party will be the default.

4. Choose Merge Action Choose the Capture merge action.

5. Include / Omit Envelope If the selected document has a corresponding envelope, and you enable the Envelope option, the merge will generate a separate envelope file, in .PDF format that will also be added to the appropriate correspondence history. Then, if you ever need to print and mail the document, the corresponding envelope is ready for you to print as well. (See "Set Up Mail Merge Documents" for details about assigning envelopes to documents.)

6. Finish Click Merge to complete the capture immediately, or click Queue to add the document to your mail merge queue for future processing.

   Merge now - Click Merge to complete the process immediately. The document will be added to your server's upload queue, and permanently added to the appropriate correspondence history.

   Merge later - Click Queue to add the document to your mail merge queue for future processing. Once processed, the document will be added to your server's upload queue, and permanently added to the appropriate correspondence history. See "Use Mail Merge Queue" for details.

More Information

Correspondence History Records - Once processed, your mail merge documents are automatically added to the appropriate correspondence history, in .PDF format. Depending on the document selection type, it may be recorded in multiple correspondence histories, such as both the dentist and patient histories.(See "Letter Library" for details.)

View & Edit, Then Capture Option - You can also first view and edit a merged document before capturing it to the correspondence history. This feature is especially useful if you need to make changes to the final output before permanently adding it to the patient's record. See "View Mail Merge Documents" for details.

• Use Mail Merge
  • Capture Merge Documents to PDF
  • Email Merge Documents
  • Print Merge Documents
  • View Mail Merge Documents
  • Use Print Later Queue

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